Email Professionalism: Basic Rules

Email can be an extremely useful tool for communications when done properly. Email, like any other form of writing, has rules that are designed to keep up a certain level of professionalism. Listed throughout are some guidelines to follow.

The main problem with emails is that they’re extremely fast, and therefore, tend to be extremely informal. Most think of emails as passing notes in the classroom. While this may be fine for friends, it is grossly inappropriate in a professional setting where you are representing a business and dealing with customers.

In writing an email, it should be done professionally in all aspects. Writing is for your reader. You write to give them something, and when your writing is poor it reflects poorly on yourself. Remember to use a proper tone and formality throughout your emails, whether it’s the first email or the 8th in a series of replies.

Just because emails are fast doesn’t mean that the normal rules of grammar and spelling can be overlooked. Spell-check your work and re-read it multiple times to ensure that it is coherent, professional, and uses the right tone. Incoherent emails from a professional business are not what you want.

Salutations and closing should always appear in an email in a professional manner. Keep it professional and make sure your email signature is in an eligible font.

Keep emails short. We aren’t writing a novel and the person receiving these doesn’t have a day to read it. Short paragraphs get read. You are using paragraphs aren’t you?

Humour and sarcasm are not good in professional emails. In today’s world of sue now ask questions later, it is always best to avoid offending your readers.

Proper punctuation should be used in emails. DO NOT YELL AT YOUR READERS!!!!!!!!!!!! And question marks should be used to ask questions, not periods.

Lastly, make sure that the font you choose is appropriate. Use a black, size 12 Times New Roman/Verdana/Tahoma font that is clear, simple to read, and black. Nobody wants to translate wingdings.

Email is one of the most used types of communication today for a business. Keeping a certain level of professionalism is extremely important and knowing how to write a proper email is a part of that.
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Key Problem Email

To: Global Message
From: OC Security Services
Date: February 8, 2006
Subject: Key Problems

There is a problem with keys not being issued correctly. This e-mails details on how we plan to deal with it.

The current key tracking system is out of date due to recent OC renovations. Campus development has decided the solution will be to update the system of record keeping for tracking keys. The college will be developing a new system that can handle changes better.

We are working hard to make sure all issues are resolved in a timely manner and will inform you of any future developments.

Sincerely,

Arch Doody

Firing Letter

January 24, 2006

Dr. Timothy Jacobs
Department of Communication
Okanagan College
1000 KLO RD
Kelowna BC V1Y 4X8

Dear Dr. Jacobs:

We are very glad that you’ve been an excellent and dedicated instructor with Okanagan College for so many years. With you, we’ve managed to come a long ways. Your determined efforts to expand minds in writing and formal communications are well noted.


As you know, due to the recent election of a new government, the provincial education budget has been slashed by 40%. This is regrettable and out of our control. We are also having problems will low levels in enrollment at the college.


Due to financial pressures bearing on all departments we are forced to lay off many members of the staff. We are sorry to inform you that you have been included among the hundreds of educators and professors having to be let go of.

We thank you for your years of excellent partnership with Okanagan College and wish you luck in your future endeavours. If at any time the situation were to improve we will inform you immediately and invite you back.


Best wishes,



Dr. Robert Huxtably
Dean of Arts